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1 CHAPTER 4 Access More Skills 13 Create Macros A macro is a set of saved actions that enable you to automate tasks. For example, a macro can open several database objects with a single click, or display a message whenever a form or report is opened. Macros are created in the Macro Builder an object tab with prebuilt commands that you can select and modify to build a macro. To complete this database, you will need the following file: a04_scores You will save your files as: a04_scores_your_name a04_scores_snip_your_name 1. Start Access. Locate and open the file a04_scores. Save the file in your Access Chapter 4 folder as a04_scores_your_name If the security message displays, enable the content. 2. On the Create tab, in the Other group, click the upper half of the Macro button. 3. In the displayed Macro1 object tab, click the Action arrow, and then compare your screen with Figure 1. The Action arrow displays a list of prebuilt actions that you can use to build your macro. Macro actions Figure 1 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 1 of 6

2 4. In the displayed Action list, scroll down to display OpenQuery. Click OpenQuery, and then compare your screen with Figure 2. The OpenQuery action has three action arguments: Query Name, View, and Data Mode. Editing the action arguments determines how each action behaves when the macro is run. OpenQuery action selected Action arguments for the OpenQuery action Figure 2 5. Under Action Arguments, click in the Query Name box. Click the displayed Query Name arrow, and then click Scores. 6. Under Action Arguments, click in the View box. Click the displayed View arrow, and then click Design. Compare your screen with Figure 3. Action arguments changed Figure 3 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 2 of 6

3 7. Click Save. In the displayed Save As dialog box, type Open Scores Query and then click OK. Notice the saved macro displays in the Navigation Pane in the Macros group. 8. In the Tools group, click the Run button. In the displayed Scores query, notice that the displayed criteria specifies the first round of the Dorian Invitational 2010 tournament. 9. In the Results group, click the Run button. In the first record, change the names Chet and Baker to your own names, and then Close the query. 10. Close the Open Scores Query object tab. 11. In the Navigation Pane, under Reports, double-click Scores. Notice that the results of the Scores query displays in the report. 12. Click the View button arrow, and then click Design View. In the Controls group, click the Button (Form Control) button. 13. In the Report Header, position the pointer on the 3 inch vertical gridline and two grid dots below the top of the report header, and then click. 14. With the button just inserted still selected, in the Tools group, click the Property Sheet button. In the Property Sheet, click the Format tab. Replace the existing Caption property with Update Query 15. In the Property Sheet, click the Event tab. Click the On Click arrow, and then click Open Scores Query. Compare your screen with Figure 4. The Open Scores Query macro will run whenever the button is clicked. Button inserted and Caption property changed On Click property changed Figure 4 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 3 of 6

4 16. Close the Property Sheet, click Save, and then switch to Report view. 17. In the report, click the Update Query button. In the displayed query, in the Criteria row for the Round column, delete the text, and then type 2 Save, and then Close the query. 18. Close the Scores report, and then open the report in Report view. Notice that the report displays the scores for round In the displayed Scores report, switch to Design view. In the upper left corner of the report and to the left of the horizontal ruler, double-click the blue box to display the properties for the report. Compare your screen with Figure 5. Report Properties display Report selected Figure In the Property Sheet, click the On Load box, and then click the displayed Build button. In the displayed Choose Builder dialog box, be sure that Macro Builder is selected, and then click OK. 21. In the displayed Scores : Report : On Load object tab, click the Action arrow, and then click Beep. 22. In the Action column, click in the first empty box. Click the displayed Action arrow, scroll down, and then click MsgBox. The MsgBox action has four action arguments: Message, Beep, Type, and Title. 23. Under Action Arguments, click in the Message box, and then type If you need to update the Scores query, click the Update Query button, and then reopen this report. 24. Under Action Arguments, click in the Type box. Click the displayed Type arrow, and then click Warning? 25. Under Action Arguments, click in the Title box, and then type Did you update the query? Compare your screen with Figure 6. Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 4 of 6

5 Beep and MsgBox actions added MsgBox action arguments added 26. In the Action column, click in the first empty box. Click the displayed Action arrow, and then click Beep. 27. Click Save. Unlike the macro created previously, this macro does not display in the Navigation Pane when you save it. This macro is saved as part of the report and cannot be used in other forms or reports. 28. In the Close group, click the Close button. In the report, Close the Property Sheet, and then click Save. 29. Switch to Report view. Drag to position the Did you update the query? message so that your name is displayed as shown in Figure 7. Figure 6 MsgBox title Message box moved below Your Name MsgBox Warning? style MsgBox message Figure 7 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 5 of 6

6 30. Display the Start menu.point to All Programs, click the Accessories folder, and then click Snipping Tool. On the Snipping Tool program, click the New button arrow, and then click Full-screen Snip. 31. Click the Save Snip button. In the displayed Save As dialog box, navigate to your Access Chapter 4 folder. Click in the File name box, and then using your own name, type a04_ Scores_Snip_Your_Name and press J. Close the Snipping Tool mark-up window. If you do not have the Snipping Tool, which is available in Windows Vista Home Premium edition, press p, and then paste the screen into a Word document. 32. In the displayed message, click OK. Close the report, and then Exit Access. 33. Print a04_scores_snip_your_name or submit your files electronically as directed by your instructor. You have completed More Skills 13 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 13 Page 6 of 6

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